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HomeMy WebLinkAboutItem 2d - Contract with CLS Landscape Management IncDATE: September 2, 2014 TO: Honorable Mayor and City Council STAFF REPORT Public Works Services Department FROM: Tom Tait, Public Works Services Director By: Dave Thompson, Streets Superintendent SUBJECT: EXTENSION TO THE CONTRACT WITH CLS LANDSCAPE MANAGEMENT, INC. FOR ANNUAL TREE TRIMMING SERVICES AND TREE REMOVAL AND REPLACEMENT IN THE AMOUNT OF $258,727 Recommendation: Approve SUMMARY On August 21, 2012, the City Council approved a one year contract with optional one - year extensions to CLS Landscape Management, Inc. (CLS) to perform tree trimming services. CLS is reaching the end of their contract and has submitted a written offer to extend the contract for an additional year with no increase in pricing. All other conditions of the contract will remain in effect. Based on the excellent level of services provided by CLS during the past contract term, it is recommended that the City Council authorize and direct the City Manager to execute a one -year contract extension with CLS Landscape Management, Inc. for annual tree trimming services and tree removal and replacement in the amount of $258,727. DISCUSSION The Public Works Services Department is responsible for the care and maintenance of approximately 15,340 trees located in City parks, rights -of -way, medians, and public facilities throughout the City. In order to maintain the City's Urban Forest, an Annual Tree Trimming Grid Program was created to ensure that all City trees are trimmed once every four years. This preventative maintenance program provides for the general upkeep of the existing tree inventory and allows for minimal tree replacement. Additionally, to prevent damaged and diseased trees from falling and causing injury to people or damaging property, this year's Capital Improvement Program includes a project in the amount of $25,000 to remove and replace diseased and decaying trees that have reached the end of their life span. Extension to CLS Landscape Management Contract for Annual Tree Trimming Services September 2, 2014 Page 2 of 2 Since 1993, the City of Arcadia has been recognized annually by the Arbor Day Foundation as a "Tree City USA ". The Annual Tree Trimming Grid Program allows the City to continue to receive this distinction. On August 21, 2012, the City Council approved a contract with optional contract extensions to CLS to perform tree trimming services. CLS is reaching the end of their first contract extension and has submitted a written offer to extend the existing agreement for an additional year with no increase in pricing. All other terms and conditions of the agreement are to remain the same. The contract language allows for annual contract extensions, subject to City Council approval. CLS has provided excellent services to the City during the term of the contract. They continue to use chippers to grind up tree branches instead of using roll off bins and tractors to remove tree trimming debris, which ensures that City streets are not damaged. This also guarantees and that branches are recycled and used for mulch, which reduces the amount of debris that is sent to the landfill. Based on the outstanding level of tree trimming services provided by CLS, it is recommended that the City Council authorize and direct the City Manager to execute a one -year contract extension with CLS Landscape Management, Inc. for annual tree trimming services and tree removal and replacement in the amount of $258,727. FISCAL IMPACT Sufficient funds are available in the 2014 -15 Fiscal Year Operating Budget for annual tree trimming maintenance services. Additionally, $25,000 is budgeted in the Capital Improvement Program Budget for Annual Tree Removal and Replacement Program. RECOMMENDATIONS It is recommended that the City Council authorize and direct the City Manager to execute a one -year contract extension with CLS Landscape Management, Inc. for annual tree trimming services and tree removal and replacement in the amount of $258,727. Approved: Dominic La77ar City Manager